Page 224 - DLIS003_LIBRARY ADMINISTRATION AND MANAGEMENT

Unit 12: Periodical Section

Consulting experts, and Notes
Obtaining sanction
As and when specific titles of probable interest to the library are brought to notice, their particulars
are taken note of. The library comes to know about such titles from various sources like
announcements and advertisements, trade journals, entries in national bibliographies,
suggestions from readers or indents from departments. These items are then subjected to a
preliminary checking with the current list, and items available already in it are scored off.
Complete details regarding the remaining items are collected from periodical directories or
union catalogues. The correct title, name of be sponsor, if any, name and address of the publishers,
periodicity, and subscription rate are the minimum details to be taken note of in each case. In the
case of newly published journals, such details may not be found in published sources. Hence,
enquiries have to be made from the publishers directly. Selection of periodicals will be more
effective if specimen copies are available. Very often, specimen copies of new periodicals can be
acquired from publishers free of cost. In some cases, specimen copies have to be paid for, or
returned after examination. The next step in selection is ascertaining the financial position and
ensuring that there is enough money to pay for the new selections. Proposals for new additions
have to be adjusted within the funds available. The experts are then consulted for their approval
of each item proposed. The approved items are then presented to the sanctioning authority and
the final sanction is obtained for ordering.

12.2.3 Selection Tools

The different practices followed by libraries in the choice of the supplier are:

Tender Method: In tender method, every book list of finally selected items is circulated
among a number of booksellers who are invited to quote their lowest prices for each item.
The order is placed for each item with the firm offering the lowest price.
Quotation Method: In this method, quotations are invited for various categories of
documents along with trade discounts admissible in each case. This is done usually prior
to the beginning of the financial year. The supplier for each category is fixed finally on the
basis of the most economic terms offered.

Standing Vendor Method: A standing vendor is one who is appointed as the authorized
supplier to library for a specified time, generally for a year or two, under prescribed terms
and conditions of supply.
Books–on–Approval Method: In this case reputed publishers will be sending their new
titles as and when published to the library directly. These items are accepted after due
process of selection. The formal order will be placed with the local bookseller named by
each publisher. Sometimes the local booksellers, at frequent intervals, bring some recent
publications for approval and ordering. The selected items are included in a formal order
and accepted while the others are returned.

Open Purchase: Purchasing from the book fairs and buying from any bookseller from the
open market comes under this method.

Direct Ordering with Publisher: Direct ordering with publishers or their representatives
is done by some libraries.
The six general categories of selection aides are:

Current lists of books which are produced in the form of pamphlets, bulletins, leaflets,
announcement folders, etc.

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